SAP Business One for NGOs
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Transcript of SAP Business One for NGOs
Grant Management & Project Control Increasing accountability and skills development with SAP Business One
Helping NPOs and NGOs run
more efficiently
BUSINESS BENEFITS
Improved administration
efficiency
Pre-approved grant opportunity
tracking
Advanced grant and budgetary
controls
Grantor compliance
Instant and real-time access for
project managers
Effective procurement cycle
Spend and claim processing
Timeous invoicing of grantors in
multi-currency
Internal and external grant
reporting in real time
Periodic budget to expenditure
reporting
Budget to actual controls
SAP Business One for NGO’s COMPREHENSIVE BUDGETING, REPORTING AND PROJECT CONTROL TO DRIVE EFFICIENCY AND SUCCESS
Like many other NGOs, your work day is probably
full of spreadsheets, complications, chasing case
workers, managing employees, and controlling
processes. As your NGO grows, so do the
challenges associated with managing grants,
time, financials, budgets and projects. Without an
integrated and automated solution, increased
complexity can quickly overwhelm your current
processes, giving rise to inefficiencies and
inaccuracies that can lead to missed
opportunities and revenue., as well as poor
service delivery.
SAP Business One addresses your fundamental
business requirements with finance, sales, CRM,
Business Management, Integration and more. This
functionality is further expanded for NGO’s by
placing emphasis on budgeting, reporting,
procurement, invoicing and project control. This
provides project leaders and managers with the
real-time insight they need to better maintain and
control projects, grants and budgets.
“SAP is a great step forward for the DTHF. The system will
enhance our grant administration and management
reporting. SAP Business One will help improve project
management and budget planning. In addition, the
controls integral to the SAP system decrease risk and this
should improve our system audits. The DTHF operates a
wide variety of projects from six sites; our previous
accounting system was inadequate. The change to SAP has
been long overdue,” Ganief Abraham, CFO, DTHF.
Grant Budgeting
The Bluekey grant budget administration module
for SAP Business One allows NGOs to budget their
projects during the grant application process until
submitted and approved. As opposed to typical
financial budgets, grant management budgets
feature a set of tools to budget at any GL account
level across any number of calendar months in the
grantors specified currency and exchange rate.
Various controls propagate to the rest of SAP
Business One during procurement and invoicing
processes.
Grant opportunity tracking through all
opportunity stages
Budgeting to individual grant level
Blocking of unwanted budget items at any
account level
Multiple exchange rate options for foreign
currency grantors
Full permission handling to ensure management
control
Procurement and Invoicing
All standard procurement processes are supported by the solution including requisitions at site
level with dynamic routing capabilities for document approvals. Procurement documents are
subject to an approved SAP Business One grant budget. Budget availability is shown in real time
to document originators and approvers ensuring controlled spend on projects.
Grantor invoicing adheres to multi-currency requirements and typical stipulations and compliancy
as set out in the grant budget master data.
A series of real-time alerts allows project leaders to take action when budget thresholds are close
and recoveries have not been processed in “spend and claim” environments.
Reporting
Actual vs. Budget reporting down to any GL level
Foreign Currency Budget vs. Actual reporting to assist with claiming of spent funds
in foreign currencies
Report groupings to summarize and compare multiple grant budgets
Full Grant Cash flow reporting with exchange rate forecasting
One completely integrated business management
solution for small businesses
The SAP Business One solution offers a single, affordable way to manage your entire
business - from sales and customer relationships to financials and project management.
Designed specifically for small SMEs, it helps you streamline processes, act on timely
information, gain transparency, and become a best-run business.
Here are some of the standard SAP Business One features you can expect to see in your NPO
solution:
Accounting & Financials
SAP Business One helps you manage you general ledger, journals, budgets and accounts
payable and receivable. You can conduct all your banking activities - including processing
payments by cheque, cash, credit, bank transfer, and bill of exchange - as well as reconcile
various accounts and create financial reports for profit and loss, cash flow, balance sheet,
and aging. You can also update account postings at the exact time relevant business events
occur.
Administration & Reporting
SAP Business One provides powerful, integrated analytic and reporting tools to help you
access the critical business information you need. With SAP Business One , together with
fully integrated Crystal reports, you can gather data from multiple sources and generate
timely and accurate reports based on critical data across financials, sales, customers, stock
and services. Completely integrated with the Microsoft Office products and focused on data
security, Crystal Reports allows you to control access to information displayed. You can also
add features that are an integral part of SAP Business One such as “drag and relate” and
interactive drilling down through multiple levels of relevant data to get complete
information instantly.
General ledger and journal entries Payment processing and reconciliation
Basic cost accounting and monitoring of
projects
Financial statements and reporting
Multi-currency support Budget management
Banking and bank statement processing Fixed Assets
“Drag & Relate,” drill downs, work-flow-
based alerts
Employee directory and administration,
employee time
Data migration workbench, data archiving Full integration with Crystal Reports
Mobility with iPad, tablet, etc. Relationship maps and workflows
“Fewer, more capable solutions are the way forward. Less is more! The
ability to customise and reduce records ultimately sped up the capturing
of data, significantly increasing our reporting capabilities and business
intelligence.” Thomas Sage, Financial Director, Interlogix.
Drill-Downs
Interactive drill-down functionality and a
variety of presentation formats allow you to
click through relevant data, to get the
answers you need in the shortest possible
time.
System Navigation and Search
Structured navigation through hierarchies,
or ‘Google-like’ search for quick access to all
relevant documents and records. Search for
an amount and all documents with a
matching amount are found.
Microsoft Office Integration
Microsoft Office integration for SAP
Business One enables users to exchange and
share data between SAP Business One and
all Microsoft Office products. Export data to
Excel, use mail-merge with Word, or
synchronise mail with Outlook.
Transparency & Integration
The SAP Business One solution ensures
business data is captured once and is then
available across all the different areas of
your business. Data and processes are
controlled and auditable and meet all
relevant compliance and transparency
standards.
Customer Relations (CRM)
With the opportunity management tools
you can manage opportunities before they
become sales or purchases. Use
opportunities to manage prospective
grantors or projects. Then use activities to
record all relevant communications with
them into the future.
Print, E-mail and Fax
You can send/print documents such as
documents (invoices, purchase orders etc.)
reports, statements, or the contents of a
screen or window, via Printer, PDF, e-mail or
fax.
Suppliers and Inventory
SAP Business One gives you tools to manage
procurement, from blanket agreements and
purchase orders to goods receipt and
payments. Control your promotional or stock
items; and if your NPO deals with medicines
or similar, your stock can be managed by
batches, lots or serial numbers.
Invoicing
Direct creation of invoice documents with or
without sales orders. Approvals and alerts can
be set to verify accuracy and business rules
prior to confirmation. Stage or milestone
based, down payments and recurring invoicing
is supported.
“Our users were capturing transac-
tions within minutes. Every transac-
tion screen looks the same as every
other, and it was easy to apply the
initial training to all other aspects of
the system. Whereas I previously
had to spend hours compiling spread
sheets to reflect sales budgets versus
actuals, per sales area—fifteen
spread sheets per month plus a con-
solidated sheet—all I know have to
do is literally click a butting and the
reports are on hand,”
Tienie Jordaan, Financial Director,
Coopers Environmental Science.
www.bluekey.co.za
WHY SAP BUSINESS ONE?
Business Challenges:
Ability to receive alerts on important business events
Management of approval tasks with the ability to drill into related business data
Real-time management of key customer and vendor data
Flexible technology to add custom features
Transparency and real-time business information
Key Features
Accounting – Automatically handle all key accounting processes, such as journal entries,
accounts receivable, and accounts payable
Controlling (or cost accounting) – Accurately manage projects, cash flow, track budgets, and
compare actual and planned figures
Banking and reconciliation – Quickly process all reconciliations and all bank statements and
payments by various methods, including checks, cash, credit cards, and bank transfers
Financial reporting and analysis – Create a wide range of standard or customized financial
reports from real-time data for business planning and audit reviews
Reporting and administration – Access critical business information to generate timely and
accurate reports
Meet core business needs in a single, integrated software solution that can be expanded as
your business grows
Bluekey Software Solutions utilise the latest technology to unify accounting, finance, logistics,
production, CRM and other key business processes. The value proposition is that successful
implementation of SAP Business One gives owners of SME’s better control and visibility, and drives
efficiency, profitability and growth. Bluekey has branches in Johannesburg, Cape Town, Durban, Nairobi
and Dar es Salaam. BLUEKEY is Africa’s premier SAP Business One partner; awarded SAP PartnerEdge
Gold status, SAP EMEA Pinnacle Award Winner, and SAP Business One Partner-of-the-Year South Africa
2005, 2006, 2007, 2008 & 2010.
Cape Town
021 685 7000
Dar es Salaam
+255 787 505 997
Durban
031 275 5003
Johannesburg
011 622 7200
Nairobi
+254 (20) 3874327